Jacqueline Duff Voices - Privacy Policy & GDPR

Who Am I?

I am Jacqueline Duff, a Voiceover Artist and a UK Sole Trader based in Surrey in the United Kingdom, trading under the business name ‘Jacqueline Duff Voices’ (to be written as ‘jdv’ throughout this policy). 

I provide voiceover services as a Sole Trader to companies and businesses worldwide. Building and maintaining good working relationships with my clients is essential to me and the growth of my business, therefore, I feel strongly about protecting the trust and confidence already placed in me by existing clients and want to ensure that I create the same confidence and trust in any new and potential clients too. To help do this, I will ensure that any client information and data held by me, is protected in compliance with the current GDPR rules and regulations.

It’s worth saying at this point that I currently don’t send out newsletters or large-scale marketing campaigns. Neither do I have any interest in selling or trading client email lists with other companies, individuals or businesses for either marketing purposes or as a ‘friendly swap’ for a list from another Voiceover Artist.

I am interested however, in continuing to grow my business as well as my working relationships with clients and therefore I use software to help keep track of my day to day business, existing and potential clients, accounts, tax information and sites to transfer large audio files to clients when the work is finished. I have several stages of security to help protect my data, as well as my clients’ data within these software tools but of course, the details of what data I collect, how I use it and all the other relevant questions required by GDPR regulations are also laid out below for you to read.

What data do I collect?

Personal identification information such as your company name, your name, your business title, company address, telephone number, email address.

How do I collect your data?

You provide your data directly to me, when you communicate in the following ways:

·         Email an enquiry via my website contact form

·         Complete a customer survey or feedback form

·         Communicate via email directly

·         Provide information for invoicing  

Your basic data could also be collected when sourcing potential leads for future business. The data is used to build a potential list of future clients and is for internal viewing only. The potential client is emailed directly (a max of 3 times) and if, after 60 days the client has shown no interest in wanting to work together their data is deleted from the list.

If the potential client responds positively then, with the client’s permission the relevant data needed to invoice that client is requested and they become part of my client list. The data will be kept for a minimum of 7 years as is legally required by HMRC to satisfy record keeping.

How will I use you data?

·         To process your enquiry

·         Create a client account in my CRM

·         To communicate with you regarding work or upcoming projects

·         All business contact data is kept for business purposes only. I may wish to contact you with the aim of working together on a future project but I only keep enough relevant information to allow us to stay in contact for this.

·         Occasionally, a client may ask for a recommendation for another voice artist and provide permission to pass their details to the recommended service provider. I will only pass on information from or to the provider, once permission has been granted by both parties.

·         Invoice and payment information may be shared with my accountant (AB&C Accounting, Brigthon) if required. The UK Tax Office (HMRC) may also request this information and have a legal right to do so, therefore, if this happens, I reserve the right to share the requested client information, although in most circumstances the personally identifiable data will be limited.       

How will I store your data?

At present I hold digital data only and have separate firewalls, anti-virus, anti-malware, anti-phishing software which covers my PC and other devices I use. I also have physical barriers to get through before the digital ones are reached all helping to secure your data.

Marketing

I don’t currently send any newsletters or mass-marketing as most of my work is done directly with clients. If I find in the future, I need to send out marketing to my clients I’ll make sure there is an ‘opt-out’ option on the material/email etc.

What are your data protection rights?

·         The right to access – you have the right to request jdv for copies of your personal data.

·         The right to rectification – you have the right to request jdv correct any information you believe is inaccurate and also complete information you believe is incomplete.

·         The right to erasure – you have the right to request jdv erase your personal data, under certain conditions.

·         The right to restrict processing – you have the right to request that jdv restrict the processing of your personal data, under certain conditions.

·         The right to object to processing – you have the right to object to jdv’s processing of your personal data, under certain conditions.

·         The right to data portability – you have the right to request that jdv transfer the data that’s been collected to another organisation or directly to you, under certain conditions.

If you make a request, jdv has one month to respond to you. If you would like to exercise any of these rights, please use the email address or phone number in the ‘How to contact me’ section below.

How do I use cookies?

My website is built by Squarespace who use cookies to collect standard Internet log information and visitor behaviour information. It is just for numbers though and doesn’t collect your personal data.

Changes to my Privacy Policy

Any updates or changes to the Policy will be updated here.

How to contact me

If you have any questions about the data held about you or you wish to exercise one of your data protection rights, please do not hesitate to contact me:

Email: hello@jacquelineduffvoices.com

Tel:     +447973137611

How to contact the appropriate authorities

If you feel that jdv has not addressed your concern in a satisfactory manner and you wish to make a complaint, please contact the Information Commissioner’s Office (ICO). To comply with GDPR regulations, in the event of a data breach, I am obliged to inform the ICO with 72 hours of the breach.